In a WhatsApp thread
A photo of a trade-counter receipt, sent before sunrise and buried under messages from the site.
Contractor bookkeeping
The job is done.
The paperwork is still in the van.
Sumext collects receipts, supplier bills, contractor invoices and timesheets from the field, ties every cost to a job, and prepares reviewed entries for Xero, QuickBooks or Zoho Books.
- 14-day trial
- No card required
- Review before sync
Marina fit-outJ-1043 · Week of 26 May
3 new this weekWhatsAppTrade-counter receipt — Sample supplier
438.20Awaiting review
EmailPlant-hire invoice — Sample supplier
1,760.00Approved
PortalContractor invoice — Sample contractor
2,240.00Awaiting review
Week total · 3 documents
4,438.20Approved entries ready to sync
The problem
Your costs are not missing.
They are just everywhere else.
In the van
A folded supplier invoice wedged between the seat and the handbrake since last Tuesday.
In a contractor's email
An invoice and timesheet sent to the site supervisor instead of the person who processes payments.
On a staff card
Fuel, parking and a hardware-store run that could belong to any of three active jobs.
Nowhere at all
A cash expense everyone remembers, but nobody recorded or attached to the job.
One controlled workflow
From the field to the ledger,
nothing skipped.
Capture
Documents arrive from WhatsApp, email, a mobile contractor portal, staff expenses, direct upload or watched cloud folders.
Extract
AI reads supplier, date, tax, totals and line items from photos, PDFs, spreadsheets and scans.
Allocate
Code each document to a job and cost type, split one invoice across jobs and identify billable costs.
Reconcile
Match bank activity to its supporting document and show the reason behind every suggested match.
Control
Flag duplicate claims, validate key details and route exceptions to the right reviewer.
Sync
Send approved entries to your connected accounting system with the source document attached.
Contractor portal
Your contractors get their own door.
Contractors and field staff submit invoices, timesheets and receipts through a simple mobile portal — no app to install and no access to your books.
- Nothing to install — works in any mobile browser
- Hours and costs are submitted against the right job
- Contractors see only their own submissions
- Five contractor seats included on the Team plan
Built for your accounting stack
Where your work happens.
Australia · NZ · UK
XeroFor plumbing, electrical, HVAC, fit-out, maintenance and landscaping teams running on Xero.
USA · Canada
QuickBooks OnlineFor general contractors, MEP firms, roofing businesses and specialty trades using QuickBooks Online.
UAE · Gulf · India
Zoho BooksFor fit-out contractors, facilities teams and MEP companies using Zoho Books.
In build, not yet available
Coming for trades.
Missing paperwork chasing
Automatic reminders when a job has costs but no supporting document.
Invoice-to-timesheet checks
Compare claimed hours and rates with the approved timesheet before payment.
Contractor records
Keep contractor submissions together for review. TPAR reporting is not currently available.
CIS deductions and draft reporting
Prepare CIS calculations for a person to review before filing.
Job cost cockpit
Compare committed, approved and synced costs with the job budget.
Compliance features will prepare figures for a person to review and export. Sumext will not lodge on anyone's behalf.
Tell us which one you needSimple pricing
Everything your field-to-books workflow needs.
Team$49/month
$39/month billed annually
- Unlimited users · 2,000 documents/month
- 5 contractor seats · Contractor and expense portals
- Job costing · Time tracking · Mileage
- WhatsApp and email capture · Approvals
FAQ
Common questions.
Does this replace our job management software?
No. Sumext handles the bookkeeping workflow: collecting costs, linking them to jobs and preparing reviewed entries for your accounting system. It works alongside scheduling, estimating and job-management tools.
Can contractors see our accounts?
No. The contractor portal is isolated. Contractors can see only their own submissions and cannot access your jobs, costs, bank data or another contractor's information.
Does anything post to the ledger automatically?
You stay in control. Submissions are reviewed before they sync, and you can correct, reject or re-code an entry before it leaves Sumext.
Can a bookkeeping firm use this for several trades clients?
Yes. The Firm plan provides separate client workspaces managed from one practice dashboard. Contractor seats, approvals and accounting connections remain scoped to each client.
Stop chasing paper.
Start reviewing entries.
Sumext collects work from the field, ties it to the right job and keeps a person in control before anything reaches the ledger.
- 14-day trial
- No card required
- Review before sync
Mobile browser access Isolated contractor views Human approval controls Source documents retained Faster month-end review